COMPUTERIZED ACCOUNTING SYSTEM (CAS) FOR A BCDA SUBSIDIARY (CLARK DEVELOPMENT CORPORATION)

Transcription

1 Republic of the Philippines Office of the President Bases Conversion and Development Authority ELIGIBILITY DOCUMENTS and TERMS OF REFERENCE (TOR) RE-BIDDING: CONSULTING SERVICES FOR THE COMPUTERIZED ACCOUNTING SYSTEM (CAS) FOR A BCDA SUBSIDIARY (CLARK DEVELOPMENT CORPORATION) DEC 2014 CONTROL NO.

2

3

4 REQUEST FOR EXPRESSION OF INTEREST Rebidding : Consulting Services for the Computerized A ccounting System (CAS) for a BCDA Subsidiary (Clark Development Corporation) The Bases Conversion and Development Authority (BCDA) invites Consultancy Firms to submit bids for the provision and implementation of CAS with an approved budget of Four Million Five Hundred Thousand Pesos (PhP4,500,000.00), inclusive of all applicable taxes and fees. The scope of services include: a. Installation, configuration, implementation and development of Computerized Accounting System (CAS) with provision of at least: 1.) fifteen licenses of the software solution inclusive of at least five super-users; 2.) one year warranty of software & licenses and three years hardware warranty maintenance; 3.) one intuitive Reporting Tools b. Change Management Plan detailing the trainings to be conducted for the users and system administrators c. Complete System Documentation & Guaranteed CAS BIR Registration d. After-project Service and Support and Technology Transfer e. Evaluation & provision of hardware system requirements The interested bidder must be a reputable Information Technology firm with at least three years business operation in the provision and implementation of a CAS. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) owned by Filipino citizens. A complete set of Eligibility Documents may be downloaded from the PhilGEPS website ( and from the BCDA website ( A non-refundable fee in the amount of PhP5, should be paid not later than the deadline for the submission of the Eligibility Documents. BCDA will hold a Pre-Eligibility Conference on 18 noromhpr 701 d at D?tnnPM atthp. address below. Deadline for submission of eligibility documents shall be at 1:00 PM on December 29, The BCDA shall evaluate bids using the Quality-Based Evaluation (QBE). The contract shall be completed for a maximum period of six (6) months from the date as stated in the Notice to Proceed (NTP). For further information, piease contact BAG for Consultancy Services Secretariat Ms. Ma. Luisa M. Rodriguez at telephone number Fax No or send an at mmrodriguez{5)bcda.rov.ph. TOMAS Y. M4CR0H&N1 Chairman, Bids and Awards Committee - Consultancy Services Bases Conversion Development Authority 2nd Floor Bonifacio Technology Center, 31st St. corner 2nd Avenue, Bonifacio Global City, Taguig City Date of Posting and Publication: 15 December 2014 BCQA* BAG lor Coneuliancy Services BACC

5

6 Re:Bidding: Consulting Senices Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) SECTION II ELIGIBILITY DOCUMENTS Eligibility Criteria 1.1) The following persons/entities shall be allowed to participate in the bidding for Consulting Services: a) Duly licensed Filipino citizens/sole proprietorships; b) Partnerships duly organized under the laws of the Philippines and of which at least sixty percent (60%) of the interest belongs to citizens of the Philippines; c) Corporations duly organized under the laws of the Philippines and of which at least sixty percent (60%) of the outstanding capital stock belongs to citizens of the Philippines; d) Cooperatives duly organized under the laws of the Philippines, and of which at least sixty percent (60%) interest belongs to citizens of the Philippines; or e) Persons/entities forming themselves into a joint venture, i.e., a group of two (2) or more persons/entities that intend to be jointly and severally responsible or liable for a particular contract: Provided, however, that Filipino ownership or interest thereof shall be at least sixty percent (60%). For this purpose, Filipino ownership or interest shall be based on the contributions of each of the members of the joint venture as specified in their JVA. 1.2) When the types and fields of Consulting Services involve the practice of professions regulated by law, those who will actually perform the services shall be Filipino citizens and registered professionals authorized by the appropriate regulatory body to practice those professions and allied professions specified in the EDS. 1.3) If the Request for Expression of Interest allows participation of foreign consultants, prospective foreign bidders may be eligible subject to the qualifications stated in the EDS. 1.4) Government corporate entities may be eligible to participate only if they can establish that they (a) are legally and financially autonomous, (b) operate under commercial law, and (c) are not dependent agencies of the GOP or the Procuring Entity. 1.5) Only persons/entities with the following minimum qualifications shall be allowed to participate in the bidding for Consulting Services: 5 I P a g e Bases Conversion Development Authority =?r~naa 2014 jrz~r@

7 Re:Bidding: Consulting Sennces Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) a. The Consulting firm must strictly be a reputable CAS Provider or IT Firm with at least three (3) years business operation. In the case of joint ventures, the lead consulting firm should have at least three (3) years of business operation. b. The members of the proposed CAS Project Team of the Consultant, namely, the Project Manager and three (3) Functional/Technical Support Specialists must have at least three (3) years experience in the provision and implementation of computerized accounting system. c. The Consulting firm must have handled, implemented and completed at least one BIR- Registered Computerized Accounting System Contract. d. Any Consulting firm which may be directly associated with any entity which may have a conflict of interest in, or bias against the BCDA Group shall be disqualified from bidding for the Consulting Services for the Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation). 2. Eligibility Requirements 2.1) The following eligibility requirements shall be submitted on or before the date of the eligibility check specified in the Request for Expression of interest and Clause 5 for purposes of determining eligibility of prospective bidders: a) Class "A" Documents- Legal Documents (i) Registration certificate from Securities and Exchange Commission (SEC), Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for cooperatives, or any proof of such registration as stated in the EDS: (ii) Valid and current Mayor's permit issued by the city or municipality where the principal place of business of the prospective bidder is located; (iii) Tax Clearance as finally reviewed and approved by the BIR. Technical Documents (iv) Statement of the prospective bidder of all its ongoing and completed government and private contracts, including contracts awarded but not yet started, if any, whether similar or not similar in nature and complexity to the contract to be bid, within the relevant period provided in the EDS. The statement shall include, for each contract, the following: (iv.l) the name and location of the contract; 6 I P a g e Bases Conversion Development Authority I nr-rv/'* y zk

8 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) (iv.2) date of award of the contract; (iv.3) type and brief description of consulting services; (iv.4) consultant's role (whether main consultant, subcontractor, or partner in a JV) (iv.5) amount of contract; (iv.6) contract duration; and (iv.7) certificate of satisfactory completion or equivalent document specified in the EDS issued by the client, in the case of a completed contract; A summary of all contracts enumerated/listed in this Statement shall also be submitted. (v) Statement of the consultant specifying its nationality and confirming that those who will actually perform the service are registered professionals authorized by the appropriate regulatory body to practice those professions and allied professions in accordance with Clause 1.2.@as provided in the EDS. Other Documents (vi) Curriculum Vitae (CV) of the Firm following the format provided in the EDS; (vii) Curriculum Vitae (CV) and Detailed Qualifications of the Members of the Proposed CAS Project Team following the format provided in the EDS; (viii) Summary of CVs of the Members of the Proposed CAS Project Team to be Assigned to the Project following the format provided in the EDS; t Financial Document (ix) The consultant's audited financial statements, showing, among others, the consultant's total and current assets and liabilities, stamped "received" by the B1R or its duly accredited and authorized institutions, for the preceding calendar year which should not be earlier than two (2) years from the date of bid submission. b) Class "B" Document-. Valid joint venture agreement (JVA), in case a joint venture is already in existence. In the absence of a JVA, duly notarized statements from all the potential joint venture partners stating that they will enter into and abide by the provisions of the JVA in the instance that the bid is successful, shall 7 P a g e Bases Conversion Development Authority Q(TA" 2014 k~

9 Re:Bidd\ g: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) be included in the bid. Failure to enter into a joint venture in the event of a contract award shall be ground for the forfeiture of the bid security. Each partner of the joint venture shall submit the legal eligibility documents. The submission of technical and financial documents-by any of the joint venture partners constitutes compliance. 2.2) In the case of foreign consultants, the foregoing eligibility requirements under Class "A" Documents may be substituted by the appropriate equivalent documents, if any, issued by the foreign consultant's country. 2.3) The eligibility requirements or statements and all other documents to be submitted to the BAC must be in English. A translation of the documents in English certified by the appropriate embassy or consulate in the Philippines must accompany the eligibility requirements under Classes "A" and "B" Documents if they are in other foreign language. 2.4) Prospective bidders may obtain a full range of expertise by associating with individual consultant(s) and/or other consultants or entities through a JV or subcontracting arrangements, as appropriate. However, subcontractors may only participate in the bid of one short listed consultant. Foreign Consultants shall seek the participation of Filipino Consultants by entering into a JV with, or subcontracting part of the project to, Filipino Consultants. 2.5) If a prospective bidder has previously secured a certification from the Procuring Entity to the effect that it has previously submitted the above-enumerated Class "A" Documents, the said certification may be submitted in lieu of the requirements enumerated in Clause 2.1 above. 3. Format and Signing of Eligibility Documents 3.1) Prospective bidders shall submit their eligibility documents through their duly authorized representative on or before the deadline specified in Clause ) Prospective bidders shall prepare an original and copies of the eligibility documents. In the event of any discrepancy between the original and the copies, the-original shall prevail. 3.3) The eligibility documents, except for unamended printed literature, shall be signed, and each and every page thereof shall be initialed, by the duly authorized representative/s of the prospective bidder. 3.4) Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the duly authorized representative/s of the prospective bidder. 4. Sealing and Marking of Eligibility Documents 4.1) Unless otherwise indicated in the EDS, prospective bidders shall enclose their original eligibility documents described in Clause 2.1, in a sealed envelope marked "ORIGINAL- ELIGIBILITY DOCUMENTS". Each copy shall be similarly sealed duly marking the envelopes "COPY NO. 1- ELIGIBILITY DOCUMENTS". These envelopes containing the original and the copies shall then'-be enclosed in one single envelope. 8 Page Bases Conversion Development Authority ESpTV 2014,@ =~

10 Re:Bidding; Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) 4.2) The original and the number of copies of the eligibility documents as indicated in the EDS shall be typed or written in indelible ink and shall be signed by the prospective bidder or its duly authorized representative/s. 4.3) All envelopes shall: a) contain the name of the contract to be bid in capital letters; b) bear the name and address of the prospective bidder in capital letters; c) be addressed to the Procuring Entity's BAC specified in the EDS; d) bear the specific identification of this Project indicated in the EDS; and, e) bear a warning "DEADLINE FOR SUBMISSION..." the date and time for the opening of eligibility documents, in accordance with Clause ) If the eligibility documents are not sealed and marked as required in the EDS, the Procuring Entity will assume no responsibility for its misplacement or premature opening. 5. Deadline for Submission of Eligibility Documents Eligibility documents must be received by the Procuring Entity's BAC at the address and on or before the date and time indicated in the Request for Expression of Interest and the EDS. 6. Late Submission of Eligibility Documents Any eligibility documents submitted after the deadline for submission and receipt prescribed in Clause 5 shall be declared "Late" and shall not be accepted by the Procuring Entity. 7. Modification and Withdrawal of Eligibility Documents 7.1) The prospective bidder may modify its eligibility documents after it has been submitted; provided that the modification is received by the Procuring Entity prior to the deadline specified in Clause 5. The prospective bidder shall not be allowed to retrieve its original eligibility documents, but shall be allowed to submit another set equally sealed, properly identified, linked to its original bid marked as "ELIGIBILITY MODIFICATION" and stamped "received" by the BAC. Modifications received after the applicable deadline shall not be considered and shall be returned to the prospective bidder unopened. 7.2) A prospective bidder may, through a letter of withdrawal, withdraw its eligibility documents after it has been submitted, for valid and justifiable reason; provided that the letter of withdrawal is received by the Procuring Entity prior to the deadline prescribed for submission and receipt of eligibility documents. 7.3) Eligibility documents requested to be withdrawn in accordance with this Clause shall be returned unopened to the prospective bidder concerned. A prospective bidder may also express its intention not to participate in the bidding through a letter which should reach and be stamped by the BAC before the deadline for submission and receipt of eligibility documents. A prospective bidder that 9 I P a g e Bases Conversion Development Authority csfttfa* 2014 S5@

11 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) withdraws its eligibility documents shall not be permitted to submit another set, directly or indirectly, for the same project. 8. Opening and Preliminary Examination of Eligibility Documents 8.1) The Procuring Entity's BAC will open the envelopes containing the eligibility documents in the presence of the prospective bidders' representatives who choose to attend, at the time, on the date, and at the place specified in the EDS. The prospective bidders' representatives who are present shall sign a register evidencing their attendance. 8.2) Letters of withdrawal shall be read out and recorded during the opening of eligibility documents and the envelope containing the corresponding withdrawn eligibility documents shall be returned unopened to the withdrawing prospective bidder. If the withdrawing prospective bidder's representative is present during the opening, the original eligibility documents and all copies thereof shall be returned to the representative during the opening of eligibility documents. If no representative is present, the eligibility documents shall be returned unopened by registered mail. 8.3) A prospective bidder determined as "ineligible" has seven (7) calendar days upon written notice or, if present at the time of the opening of eligibility documents, upon verbal notification, within which to file a request for reconsideration with the BAC: Provided, however, that the request for reconsideration shall not be granted if it is established that the finding of failure is due to the fault of the prospective bidder concerned: Provided, further, that the BAC shall decide on the request for reconsideration within seven (7) calendar days from receipt thereof. If a failed prospective bidder signifies his intent to file a request for reconsideration, in the case of a prospective bidder who is declared ineligible, the BAC shall hold the eligibility documents until such time that the request for reconsideration or protest has been resolved. 8.4) The eligibility documents envelopes and modifications, if any, shall be opened one at a time, and the following read out and recorded: a) the name of the prospective bidder; b) whether there is a modification or substitution; and c) the presence or absence of each document comprising the eligibility documents vis-a-vis a checklist of the required documents. 8.5) The eligibility of each prospective bidder shall be determined by examining each bidder's eligibility requirements or statements against a checklist of requirements, using non-discretionary "pass/fail" criterion, as stated in the Request for Expression of Interest, and shall be determined as either "eligible" or "ineligible." If a prospective bidder submits the specific eligibility document required, he shall be rated "passed" for that particular requirement, in this regard, failure to submit a requirement, or an incomplete or patently insufficient submission, shall be considered "failed" for the particular eligibility requirement concerned. If a prospective bidder is rated "passed" for all the eligibility requirements, he shall be 2014 SS~

12 Re:Bidding: Consulting Services Computerized Accounting System (CAS] for BCDA Subsidiary (Clark Development Corporation] considered eligible to participate in the bidding, and the BAC shall mark the set of eligibility documents of the prospective bidder concerned as "eligible." If a prospective bidder is rated "failed" in any of the eligibility requirements, he shall be considered ineligible to participate in the bidding, and the BAC shall mark the set of eligibility documents of the prospective bidder concerned as "ineligible." In either case, the BAC chairperson or his duly designated authority shall countersign the markings. Short Listing of Consultants 9.1) Only prospective bidders whose submitted contracts are similar in nature and complexity to the contract to be bid as provided in the EDS shall be considered for short listing. 9.2) The BAC of the Procuring Entity shall draw up the short list of prospective bidders from those declared eligible using the detailed set of criteria and rating system to be used specified in the EDS. 9.3) Short listed consultants shall be invited to participate in the bidding for this project through a Letter of Invitation to Bid issued by the BAC of the Procuring Entity. 9.4) Only bids from short listed bidders shall be opened and considered for award of contract. These short listed bidders, whether single entities or JVs, should confirm in their bids that the information contained in the submitted eligibility documents remains correct as of the date of bid submission. 11 I P a g e Bases Conversion Development Authority I a ^Ao 2014 ' k~s

13 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) SECTION III ELIGIBILITY DATA SHEET Eligibility Documents 1.(1.2) Not applicable. 1.(1.3) No further instructions. 2.1a(/) No additional requirements. 2.1a(iv) The Statement of all ongoing and completed government and private contracts (referred to as Annex A) within the period of 31 December 2009 to 31 December 2014, prior to the deadline for the submission and receipt of eligibility documents. Classify in two categories the contracts provided as: A. BIR Registered CAS Projects B. Non-BIR Registered CAS Projects The bidder should have implemented and completed at least one BIR-Registered Computerized Accounting System Contract. For this purpose/ the required supporting documents are: 1.) Copy of notarized contract 2.) Certificate of completion or proof of final payment For other completed contracts/ supporting documents are: Copy of Certificate of Completion or Proof of Final Payment; and BIR Certificate of CAS Registration or any proof of BIR CAS registration that the bidder/s can provide. For ongoing contracts, supporting documents are: a Copy of Notice of Award, or Notice to Proceed, or Contract. If a contract is to be submitted, the pages of the contract to be submitted should clearly state the following: a) Name of Parties to the Contract; b) Name of the Project; c) Start date and End date of Contract; d) Contract Amount; e) Signatures of the Parties; f) Acknowledgement Page (to show contract has been notarized). A separate document summarizing all the contracts enumerated/ listed in the Statement shall also be submitted. The Summary shall follow prescribed Format for Summary of All Completed Contracts Enumerated/Listed in the Statement Submitted (referred to as Annex B} and All Ongoing Contracts Enumerated/Listed in the Statement Submitted (referred to as Annex C). Attach copies of supporting documents as proof that the contract/ project has been undertaken by/awarded to the proponent. 2.1a(/H.7) No further instructions. 12 P age

14 RetBidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) 2.1aM The Statement of the consultant specifying its nationality and confirming that those who will actually perform the service are in accordance with the eligibility requirements (referred to as Annex D). BCDA requires the prospective bidder to create a CAS Project Team to be composed of at least the following members who shall work for the project: '.KeyiPers6nnei'3h6iilH'Xonsist:6f;at"least:' _./ 1) One (1) Project Manager 2) Minimum of Three (3) Technical/Functional Support Specialists Each proposed member must submit his/her Curriculum Vitae (CV) using the format as shown in Annexes F to I. The CV shall provide information about the member's: 1. Education 2. Number of years of experience 3. Trainings, seminars and symposiums attended, facilitated or conducted; 4. Project undertaken; and, 5. Projects presently undertaking/involved with The proposed composition of the Project Team submitted during the eligibility screening/short listing, shall be the same project team to be evaluated during the bidding. Thus, substitution or replacement of personnel who have been nominated shall not be allowed. Failure of the prospective bidder to assign the required members of the proposed Project Team and submit the personnel's C\ s shall no longer be considered for short listing. The personnel shall certify that the data in his/her CV is correct and shall commit to work for the Project once the contract is awarded to the firm where he/she belongs. 2.1a(w) Curriculum Vitae (CV) of the Firm shall follow the prescribed format (referred to as Annex E). 2.1a(v/7) Curriculum Vitae (CV) and Detailed Qualifications of the Members of the Proposed CAS Project Team shall follow the prescribed format (referred to as Annexes F to 1). >. ;C> 1) One(1) ProjectManager 2) Three(3)Technical/FunctionalSupport :@'W'.-;-'. Atleast3yrsexperience Atleast3yrsexperience 2.1a(w7/) Summary of OJs of the Members of the Proposed CAS Project Team to be Assigned to the Project shall follow the prescribed format (referred to as Annex J). 13 IP a g e

15 Re:Bidding; Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) 2.1a{ix) Prospective bidder shall submit its 2012 and 2013 audited financial statements, showing among others, (a) the bidder's total and current assets and liabilities, and (b) stamped "received" by the BIR or its duly accredited and authorized institutions. 4.1 and 4.4 Each prospective bidder shall submit only ONE (1) original and ONE (1) copy of its eligibility documents. All these eligibility documents shall be enclosed in ONE main envelope to be accompanied by Eligibility Submission Form which format is referred to as Annex K and its accompanying attachment (Secretary's Certificate) as Annex L. Labeling and marking instructions: 1. All documents should be properly tabbed and bound; 2. All pages should be properly, numbered; and 3. Envelope should bear warning "DEADLINE FOR SUBMISSION" (date and time of opening of Bids). Illustration: M Page

16 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Sample format of labeled envelope: ORIGINAL-ELIGIBILITY DOCUMENTS TOMAS Y. MACROHON Chairman Bids and Awards Committee-Consultancy Services Bases Conversion and Development Authority 2/F, Bonifacio Technology Center, 31st Street, corner 2ndAvenue Bonifacio Global City, Taguig City Bid for : Consulting Services for the Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Submitted by : Bidder's Company Name Bidder's Contact Details DEADLINE FOR SUBMISSION: 01:00 PM, 29 DECEMBER 2014 (MONDAY) COPY 1-ELIGIBILITY DOCUMENTS TOMAS Y. MACROHON Chairman Bids and Awards Committee-Consultancy Services Bases Conversion and Development Authority 2/F, Bonifacio Technology Center, 31st Street, corner 2ndAvenue Bonifacio Global City, Taguig City Bid for : Consulting Services for the Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Submitted by : Bidder's Company Name Bidder's Contact Details DEADLINE FOR SUBMISSION: 01:00 PM, 29 DECEMBER 2014 (MONDAY) 15 P age

17 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Mainenvelope: ELIGIBILITY DOCUMENTS TOMASY. MACROHON Chairman Bids andawards Committee-ConsultancyServices Bases Conversion and DevelopmentAuthority 2/F, BonifacioTechnologyCenter, 31stStreet, corner2ndavenue Bonifacio Global City, Taguig City Bid for : Consulting Services forthecomputerized Accounting System(CAS) for BCDASubsidiary (Clark DevelopmentCorporation) Submitted by: Bidder'sCompanyName Bidder's Contact Details DEADLINE FORSUBMISSION: 01:00 PM, 29 DECEMBER 2014(MONDAY) c Each prospective bidder shall submit only ONE (1) original and ONE (1) copy of its eligibility documents. Chairman, BidsandAwardsCommittee@ConsultancyServices BasesConversionand DevelopmentAuthority 2/F, BonifacioTechnologyCenter,31stStreet, corner2ndavenue Bonifacio GlobalCity,TaguigCity Tel No d Re-Bidding: ConsultingServicesfortheComputerizedAccountingSystem(CAS)forBCDASubsidiary (ClarkDevelopmentCorporation) 5 Thesubmissionofeligibilitydocumentsshallbeaddressedto : TomasY. Macrohon Chairman,BidsandAwardsCommittee-ConsultancyServices BasesConversionand DevelopmentAuthority 2/F, BonifacioTechnologyCenter,31stStreet,corner2ndAvenue, BonifacioGlobalCity,TaguigCity Thedeadlineforsubmissionofeligibilitydocumentsis29December2014, Tuesday, 1:00p.m. Theopeningofeligibilitydocumentsison29December2014, Tuesday,2:00p.m. 16 Page

18 The opening of eligibility documents is on 29 December 2014, Tuesday, 2:00 p.m. Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCD A Subsidiary (Clark Development Corporation) The place of opening of eligibility documents is: Bases Conversion and Development Authority 2/F, Bonifacio Technology Center, 31st Street, corner 2ndAvenue, Bonifacio Global City, Taguig City The deadline for submission of eligibility documents is 29 December 2014, Tuesday, 1:00 p.m. 9.1 The bidder should have implemented and completed at least one BIR-Registered Computerized Accounting System Contract. For this purpose, the required supporting documents are: 1.) Copy of notarized contract 2.) Certificate of completion or proof of final payment 9.2 The short list shall consist of at most five (5) prospective bidders who will be entitled to submit bids The criteria and rating system for shortlisting are: EvaluationCriteria /o A.TrackRecord B. Qualification ofpersonnel C.Workload RelativetoCapacity TOTAL 60% 30% 10% 100% Only the consultants who meet the minimum total score of 60% shall be considered for shortlisting. 17 Page

19 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary' (Clark Development Corporation) SECTION IV APPENDICES ANNEX A STATEMENT OF ONGOING AND COMPLETED GOVERNMENT AND PRIVATE CONTRACTS Date:. TOMAS Y. MACROHON Chairman Bids and Awards Committee-Consultancy Services Bases Conversion and Development Authority 2/F, Bonifacio Technology Center, 31st Street, corner 2ndAvenue Bonifacio Global City, Taguig City Dear Mr. Macrohon: In compliance with the requirements of the Bases Conversion and Development Authority (BCDA) Bids-and Awards Committee-Consultancy Services for the rebidding of the Consulting Services for the Computerized Accounting System (CAS] for BCDA Subsidiary (Clark Development Corporation), we certify that (insertyour company name) has the completed contracts and ongoing contracts within the period of 31 December 2009 to 31 December 2014 which summary is attached herewith as Annex B and Annex C respectively. Further, attached are copies of supporting documents as proof that the contract/project has been undertaken by/awarded to our firm. This is being issued in compliance with the eligibility requirements for the above Consulting Services. Sincerely, Printed name and signature of authorized representative ISfPage

20 Documentpresentedto validatecompletionor awardtotheproponent CO >< ContractDuration Amountof Contract(inPIiP) Consultant'sRole [whethermain consultant, subcontractor, or partnerinjv) TypeandBrief Descriptionof ActualConsulting Services -5 3 a fc I Completion Date [Month/ g, StartDate [Montil/ Year) a Si) Dateof awardof the contract Locationof thecontract /Client Location 5 ss 5 5" a. a = 2.a a p ;= 11 Nameof client ProjectName/Name A. BIR-RegisteredCAS Non- B. BIRegistered ^ u Z ^ ~ hs.t; = -s illllil 1 4 ^ u ^t ^ J -S -S -a C C3 S ~ ^ ass B g ofconlract Projects "w <? CASProjects = ==# BiI M S c 5.a P-S G f-s* p. o p;

21 u X Hi Si i 1o @ =: 11 g S S as I E S s S, CM JTK O u CJ O C3 o 5^ ti "o"5 a.y 53 o S o^ h'q < 3i 2? 3 - R 1 w 5 n 5 ^ '5 S1 > S1 o "5 t if ~ 2J u S S 1 5 s "s- 5, a 1 (ft gesCoi 03 < 3 on 'a S iftid &? a^u o = -a, =11.3? i= ^ ^ "S "S s H sj1 s ^ S1 aoi,'s o o S- 5S ^ fc a T- S a. 5 o a- g = = trvic prov J *-! S "5 ~rr 12 "5 LOJ 1 1 u 1> B w S I s = a; Ij _g 5 :

22 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) ANNEX D STATEMENT OF CONSULTANT SPECIFYING ITS NATIONALITY AND CONFIRMING THAT THOSE WHO WILL ACTUALLY PERFORM THE SERVICES ARE REGISTERED PROFESSIONALS TOMASY. MACROHON Chairman Bids and Awards Committee-Consultancy Services Bases Conversion and Development Authority 2/F, Bonifacio Technology Center, 31st Street, corner 2nd Avenue Bonifacio Global City, Taguig City Dear Mr. Macrohon: (Insert your company name) is issuing this statement in compliance with the requirements of the Bases Conversion and Development Authority (BCDA] Bids and Awards Committee-Consultancy Services, that the members of the CAS Project Team below are all Filipino in nationality and that they can actually perform the service in accordance with the eligibility requirements. Proposed CAS Project Team for the project are follows: Nameof.pensonnel, * Assignment ProjectManager Technical/FunctionalSupportSpecialist Technical/FunctionalSupportSpecialist Technical/FunctionalSupportSpecialist Atached for your reference are the Curriculum Vitae [Annexes F to }} of the abovementioned personnel. (Insertyour company name) issues this statement in accordance with Clause 2.1.a.v of the eligibility requirements for the project Sincerely, Printed name and signature of authorized representative 21 Page

23 A.) Address Membership BIR-Registered in Professional CAS Projects: Societies: Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary1 (Clark Development Corporation) FORMAT OF CURRICULUM VITAE (TV] FOR FIRM ANNEX E Name of Firm: - Years of Professional Experience in: List au Major Contracts/Projects completed categorized into *A.) BIR-Registered CAS Projects; **B.) Non BIR Registered CAS Projects in the past five (5) years (31 December 2009 to 31 December 2014) giving date and names and address of employing company using the matrix below.] NameofAccount/Project Name&Addressof EmployingCompany 1. Date 'Provide extra rows/extra sheets if needed. B.) Non BIR-Registered CAS Projects: NameofAccount/Project '''Provide extra rows/extra sheets if needed. Name&Address of EmployingCompany Date Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe (Insert your company name) L its qualifications_and its experience. [Full name and signature of the firm's authorized representative] Day/Month/Year 22 1P a g e

24 Date Others of (Pis. Birth: Specify) Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary' (Clark Development Corporation) CURRICULUM VITAE (CV] AND DETAILED QUALIFICATIONS OF THE MEMBER OF THE PROPOSED CAS PROJECT TEAM ANNEX F Proposed Position: Project Manager _Nationality: Years of Professional Experience as Project Manager in the Development & Membership in Professional Societies: Detailed Tasks Assigned: Education: [Summarize college/university and other specialized education of staf members, giving names of schools, dates attended, and degrees obtained using the matrix below] School DateAttended DegreeObtained (continue on separate sheet if necessary] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of projects. For experience in last ten years, also give types of activities performed and client references, where appropriate, (continue on separate sheetif necessary] NameofCompany From To PositionHeld Trainings: [Summarize the trainings, seminars and symposiums attended, facilitated or conducted, giving course, title, dates atended using the matrix below] (continue on separate sheet if necessary] Training Date Attended 23 IP age

25 Provision and Implementation of Computerized Accounting System Projects: Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary1 (Clark Development Corporation) Languages: [For each language, indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] [continue on separate sheet if necessary] Language Proficiency Accounts/Projects Handled: List all Major Accounts/Projects* handled in the Provision and Implementation of Computerized Accounting System in the past five (5) years (31 December 2009 to 31 December 2014) giving date and names and address of employing company using the matrix below.] Name ofclient NameofProject PeriodCovered [inclusivedates] Position Held (continue on separate sheet if necessary] Accounts/Projects Presently being Handled: [List all accounts/projects presently being handle using the matrix below] NameofClient NameofProject Period Covered [inclusivedates] (continue on separate sheet if necessary] PositionHeld I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. In the event that (Name of Bidder) is awarded the contract for the (Name of the Project). I firmly commit to assume the post of (designation/position). [Full name and signature of Team Member] Day/Month/Year [Full name and signature of Authorized Representative] Day/Month/Year 24 P a g e

26 Years with Firm/Entity: Nationality: Re:Bidding: Consulting Services Computerized Accounting System (CAS] for BCDA Subsidiary (dark Development Corporation) ANNEX G-l CURRICULUM VITAE (XV) AND DETAILED QUALIFICATIONS OF THE MEMBER OF THE PROPOSED CAS PROJECT TEAM Proposed Position: ' Years of Professional Experience as Technical/Functional Support Specialist in the Membership in Professional Societies: Detailed Tasks Assigned: Education: [Summarize college/university and other specialized education of staf members, giving names of schools, dates attended, and degrees obtained using the matrix below] School DateAtended DegreeObtained (continue on separate sheet if necessary) Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of projects. For experience in last ten years, also give types of activities performed and client references, where appropriate, (continue on separate sheet if necessary] NameofCompany From To PositionHeld Trainings: [Summarize the trainings, seminars and symposiums attended, facilitated or conducted, giving course, title, dates attended using the matrix below] (continue on separate sheet if necessary] Training Date Attended 25 P a g e

27 Provision and Implementation of Computerized Accounting System Date: Projects: Re:Bidding; Consulting Senices Computerized Accounting System (CAS] for BCDA Subsidiary (Clark Development Corporation) Languages: [For each language, indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] (continue on separate sheet if necessary] Language Proficiency Accounts/Projects Handled: List a]l Major Accounts/Projects* handled in the Provision and Implementation of Computerized Accounting System in the past five (5) years (31 December 2009 to 31 December 2014] giving date and names and address of employing company using the matrix below.] NameofClient Name ofproject PeriodCovered ("inclusivedates] PositionHeld [continue on separate sheet if necessary] Accounts/Projects Presently being Handled: [List all accounts/projects presently being handle using the matrix below] NameofClient NameofProject Period Covered PositionHeld (inclusivedates] (continue on separate sheet if necessary] I, the undersigned, certify that to the best of my knowledge and belief, these data correct!}? describe me, my qualifications, and my experience. In the event that (Name of Bidder) is awarded the contract for the (Name of the Project), I firmly commit to assume the post of (designation/position). [Full name and signature of Team Member] [Full name and signature of Authorized Representative] Day/Month/Year Day/Month/Year 26 Pa e

28 Years Membership with Firm/Entity: in Professional Societies: Nationality: Re:B!dding: Consulting Services Computerized Accounting System (CASJforBCDA Subsidiary (Clark Development Corporation) CURRICULUM VITAE (CV) AND DETAILED QUALIFICATIONS OF THE MEMBER OF THE PROPOSED CAS PROJECT TEAM ANNEX H Years of Professional Experience as Technical/Functional Support Specialist in the Detailed Tasks Assigned: Education: [Summarize college/university and other specialized education of staff members, giving names of schools, dates attended, and degrees obtained using the matrix below] School DateAttended DegreeObtained (continue on separate sheet if necessary) Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staf member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of projects. For experience in last ten years, also give types of activities performed and client references, where appropriate, (continue on separate sheet if necessary] NameofCompany From To PositionHeld Trainings: [Summarize the trainings, seminars and symposiums attended, facilitated or conducted, giving course, title, dates attended using the matrix below] [continue on separate sheet if necessary] Training, Date Attended 27 P a g e

29 Provision and Implementation of Computerized Accounting System Projects: Re:B'tdd'mg: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Languages: [For each language, indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] [continue on separate sheet if necessary] Language Proficiency Accounts/Projects Handled: List all Major Accounts/Projects* handled in the Provision and Implementation of Computerized Accounting System in the past five (5) years (31 December 2009 to 31 December 2014] giving date and names and address of employing company using the matrix below.] Name ofclient NameofProject PeriodCovered ("inclusivedates") PositionHeld [continue on separate sheet if necessary) Accounts/Projects Presently being Handled: [Listgll accounts/projects presently being handle using the matrix below] NameofClient Name ofproject Period Covered PositionHeld [inclusivedates] (continue on separate sheet if I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. In the event that (Name ofbidder)is awarded the contract for the (Name of the Project!, I firmly commit to assume the post of (designation/position). [Full name and signature of Team Member] Day/Month/Year [Full name and signature of Authorized Representative] Day/Month/Year 28 I P a g e

30 Years Membership with Firm/Entity: in Professional Societies: Nationality: Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCD A Subsidiary (Clark Development Corporation 1 CURRICULUM VTTAE [CV] AND DETAILED QUALIFICATIONS OF THE MEMBER OF THE PROPOSED CAS PROJECT TEAM ANNEX I Years of Professional Experience as Technical/Functional Support Specialist in the Detailed Tasks Assigned: Education: [Summarize college/university and other specialized education of staf members, giving names of schools, dates attended, and degrees obtained using the matrix below] School DateAtended DegreeObtained [continue on separate sheet if necessary] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staf member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of projects. For experience in last ten years, also give types of activities performed and client references, where appropriate, (continue on separate sheet if necessary] NameofCompany From To PositionHeld Trainings: [Summarize the trainings, seminars and symposiums attended, facilitated or conducted, giving course, title, dates attended using the matrix below] [continue on separate sheet if necessary) Training Date Attended 29 I P a g e

31 Provision and Implementation of Computerized Accounting System Projects: Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Languages: [For each language, indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing i\ [continue on separate sheet if necessary] Language Proficiency Accounts/Projects Handled: List gu Major Accounts/Projects* handled in the Provision and implementation of Computerized Accounting System in the past five (5) years (31 December 2009 to 31 December 2014) giving date and names and address of employing company using the matrix below.] Name ofclient NameofProject PeriodCovered [inclusivedates") PositionHeld (continue on separate sheet if necessary] Accounts/Projects Presently being Handled: [Listgll accounts/projects presently being handle using the matrix below] NameofClient NameofProject PeriodCovered PositionHeld [inclusivedates') [continue on separate sheet if necessary] I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. In the event that (Name ofbidderlis awarded the contract for the (Name of the Project). I firmly commit to assume the post of (designation/position). [Full name and signature of Team Member] Day/Month/Year [Full name and signature of Authorized Representative] Day/Month/Year 301Pa g e

32 c X LU z Trainings Relatedto Proposed Position/Task < < H H u w i5 CO re o Relative Experiencein Proposed Position/Task oi < Q w to O o. o o O CD O O > O; CD Tasktobe Performed ProposedPositioninthe Project inthe Project; ProjectManager Technical/Functional Specialist Technical/Functional Specialist Technical/Functional Specialist eo withthe No. of Years Firm S u H O > u- O >@ - CD O > 5- CU =: CO CD -c "> O Membership Profesional Society in Profesion Educational Atainment to a QJ _Q Date birth of Name

33 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark DevelopmentCorporation) ELIGIBILITY DOCUMENTS SUBMISSION FORM RE-BIDDING : CONSULTING SERVICES FOR THE COMPUTERIZED ACCOUNTING SYSTEM (CAS) FOR BCDA SUBSIDIARY (CLARK DEVELOPMENT CORPORATION) ANNEX K Date:. TOMAS Y. MACROHON Chairman Bids and Awards Committee-Consultancy Services Bases Conversion and Development Authority 2/F, Bonifacio Technology Center, 31st Street, corner 2nd Avenue Bonifacio Global City, Taguig City Dear Mr. Macrohon: In connection with your Request for Expression of Interest dated for the Consulting Services for the Computerized Accounting System for BCDA Subsidiaries, (Name of Bidder! hereby expresses interest in participating in the eligibility and shortlisting for said project and submits the attached eligibility documents in compliance with the Eligibility Documents therefore. In line with this submission, we certify that: a] (Name, of Bidder! is not blacklisted or barred from bidding by the GOP or any of its agencies, offices, corporations, or LGUs, including foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board; and that b] Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all statements and information provided therein are true and correct; c] It is authorizing the Head of the Procuring Entity or his duly authorized representative/s to verify all the documents submitted; d] The signatory is the duly authorized and designated representative of the prospective bidder, and granted full power and authority to do, execute and perform any and all acts necessary and/or to represent the prospective bidder in the bidding, with the duly notarized Secretary's Certificate attesting to such fact, if the prospective bidder is a corporation, partnership or joint venture; 32 P age

34 ReiB'tdding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) e] It complies with the disclosure provision under Section 47 of the Act in relation to other provisions of R.A. 3019; fj It complies with the responsibilities of a prospective or eligible bidder provided in the PBDs; and g) It complies with existing labor laws and standards. h) It complies with the minimum qualifications and requirements as indicated in the Request for Expression of Interest (REI), Eligibility Documents and Terms of Reference [TOR]. i) It is not directly or indirectly associated with any entity which may have a conflict of interest in or bias against the BCDA Group. We acknowledge and accept the Procuring Entity's right to inspect and audit all records relating to our submission irrespective of whether we are declared eligible and short listed or not. Sincerely, Printed name and signature of authorized representative (Note: This document should be notarised) 33 P a g e

35

36

37 "Period bidder as Industry Commission stated located. (DTI) in from the (SEC) 31 for EDS. December sole or proprietorship for Corporations; on December 2014 Re:B!dding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) ELIGIBILITY CHECK Re-Bidding : Consulting Services for the Computerized Accounting System of BCDA Subsidiary (Clark Development Corporation) Opening of Eligibility Documents: December, 2014 ( ) 10:00am Date and Time of Submission : Copy 1 TAB 2.1 (a) CLASS "A"DOCUMENTS LEGAL DOCUMENTS (a.i) Registration certificate from Securities and Exchange Registration certificate from the Department of Trade and Registration certificate from Cooperative Development Authority (CDA) for cooperatives or; any proof of such registration (a.ii) Valid and current Mayor's permit (city or municipalj/municipal license, where the principal place of business of the prospective (a.iti) Tax Clearance as finally reviewed and approved by the BIR. TECHNICAL DOCUMENTS (B.IV) Statement of the prospective bidder of all ongoing and completed government and private contracts, including contracts awarded but not yet started, if any, whether similar or not similar in nature and complexity to the contract to be bid, within the relevant period provided in the EDS. {Annex A) Summary of ALL COMPLETED Contracts Enumerated/Listed in the Statement Submitted following the format prescribed. (Annex "Period is from 31 December 2009 to 31 December 2014 Classify in two categories the contracts provided as: A. BIR Registered CAS Projects B. Non-BlR Registered CAS Projects The bidder should have implemented and completed at least one BIR- Registered Computerized Accounting System Contract. For this purpose, the required supporting documents are: 1. Copy of notarized contract 2. Certificate of completion or proof of final payment For other completed contracts, supporting documents are: Copy of Certificate of Completion or Proof of Final Payment; and BIR Certificate of CAS Registration or any proof of BIR CAS registration that the bidder/s can provide. Summary of ALL ONGOING Contracts Enumerated/Listed in the Statement Submitted_fol([owing the format prescribed. (Annex C) "Period is from 31 December 2009 to 31 December 2014 mtracts, supporting doc 3 Copy of Notice of - Contract, if. contract is to be 36 P a g e

38 Re:Bidding: Consulting Services Computerized Accounting System (CAS)forBCDA Subsidiary (Clark Development Corporation) submitted, the pages ofthe contracttobe submittedshouldclearly statethefollowing: a)nameofpartiestothecontract;b)nameofthe Project;c)StartdateandEnddateofContract;d)ContractAmount;e) SignaturesoftheParties;f)AcknowledgementPage(toshowcontract hasbeennotarized). 7 (3.V) Statement of consultant specifying its nationality and confirming that those who will actually perform the service are registered professionals authorized by the appropriate regulatory body to practicethoseprofessionsandalliedprofessionsinaccordancewith Clause1.2.(AnnexD) OTHERDOCUMENTS 8 9 (a.vl) (a.vii) Curriculum Vitae of the Firm, following the prescribed format. (AnnexE} CurriculumVitae ofeachmemberoftheproposed CAS Project Team to Be Assigned to the Project, following the prescribed format.(annexf-l) CurriculumVitaeof theprojectmanager(annexf} Specialists(AnnexG) CurriculumVitaeof thetechnical/functionalsupport Specialists (AnnexH) (a.vlii) CurriculumVitaeof thetechnical/functionalsupport Specialists {AnnexI) SummaryofCVsofMembersoftheProposedCASProjectTeam, followingtheprescribedformat.(annexj) EligibilityDocumentsSubmissionForm(AnnexK) Secretary's Certificate, Item "D" of Eligibility Documents Submissionform (AnnexL) FINANCIALDOCUMENTS _ (a.ix) The consultant's 2012 Audited financial statements, showing, among others, the consultant's total and current assets and liabilities,stamped"received"bytheb!roritsduiyaccreditedand authorizedinstitutions, The consultant's 2013 Audited financial statements, showing, among others, the consultant's total and current assets and liabilities,stamped"received"bythebiroritsdulyaccreditedand authorizedinstitutions (b) CLASS"B"DOCUMENTS ValidJointVentureAgreement(JVA), in caseajointventureis already in existence. In the absence of a JVA, duly notarized statementsfromallpotentialjointventurepartnersstatingthatthey willenterintoandabidebytheprovisionsofthejvaintheinstance thatthe bid is successful, shall beincluded in the bid. Failure to enterintoajointventureintheeventofacontractawardshallbe groundfortheforfeitureofthebidsecurity.eachpartnerofthejoint ventureshallsubmitthelegaleligibilitydocuments,thesubmission oftechnical and financial documents by any ofthejoint venture partnersconstitutescompliance. Note: This checklist is only a guide to the prospective bidder. It is still the responsibility of the prospective bidder to read and comply with requirements. 37 P age

39

40 Re;Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) RE-BIDDING : CONSULTING SERVICES FOR THE COMPUTERIZED ACCOUNTING SYSTEM (CAS) FOR A BCDA SUBSIDIARY (CLARK DEVELOPMENT CORPORATION) TERMS OF REFERENCE 1. BUDGET The approved budget for the contract (ABC) is FOUR MILLION FIVE HUNDRED THOUSAND PESOS (Php 4,500,000.00). 2. GENERAL OBJECTIVE The general objective of the Bases Conversion and Development Authority (BCDA) is to develop and install an integrated computerized accounting system for Clark Development Corporation (CDC), a subsidiary of the Bases Conversion Development Authority (BCDA), which is located at the Clark Special Economic Zone, Angeles City, Pampanga. Specifically, the Consultancy Services for the Computerized Accounting System (CAS) aims Provide, install, and configure a CAS for Develop a platform on which to build management systems for an effective BCDA oversight and monitoring thrusts mechanism for its Establish and document the appropriate systems, policies, and procedures pertaining to the above Provide, deliver, install and configure the hardware and peripheral requirements necessary for the effective and efficient operation of the Secure BIR Registration/Permit for the delivered CAS. 3. SCOPE OF WORKS & SYSTEM REQUIREMENTS The scope of works of the CONSULTANT are the following: 3.1. Determination of System Requirements for CDC. The Consultant shall formulate the system requirements for CDC Provision of Computerized Accounting System. The Consultant shall configure, install and implement a CAS that can handle a multi-company application. At a minimum, the functional scope should cover the following: a. Set of Standard Modules a.l. Financial Module General Accounts Payable 40 P a g e

41 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiory (Clark Development Billing/Accounts Receivable Budget Budget Budget Treasury/Investment Cash management/funds investment/money market placement Loan Foreign Currency Rates Cash receipts/disbursement management a.2. Purchasing and Inventory Supplier Purchase requisition and Purchase Order Inventory tracking a.3. Fixed Asset Asset management and monitoring " Depreciation Asset tracking b. BIR Reports b.l. BIR CAS mandatory books of General Sales Purchase Cash Disbursement Cash Receipt Book " Inventory Subsidiary Books for sales subject to output tax Subsidiary Books for purchases subject to input tax b.2. BIR Form 1600 " Form 1601E " Form MAP Forms SAWT Form 1604E Form Form 2S50M - Form Form Form Page

42 Re:Bidding; Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) b.3. Standard & Other V Cash Flow Statement (Direct and/or Indirect Detailed Balance Sheet (BS) / Balance Sheet (BS) Detailed Profit and Loss Statement Profit and Loss Statement (P/L) Trial Balance (TB) Comparison S Budget Reports that includes BS, P/L Statement & TB budget reports based on selected Budget Scenario / Variance Analysis (Budget versus Aging of Aging of Payables S Transaction Journal Tax Report (display documents & journal entries sorted by tax Withholding Tax Report (displays the tax withheld amounts collected and paid during specific periods from vendors and by Open Items List (track status of purchasing documents and GL accounts) ^ Inventory Audit Report (whether Summarize by Items or Summarize by Accounts) / Multi-period/ Multi-company Cost and Profit Center Reports 3.3.Registration of CAS with the BIR. The Consultant in cooperation with the CDC's Finance shall prepare the system presentation and all the necessary technical requirements set by the BIR Computerized System Evaluation Team (CSET) to qualify the system for registration. 3.4.Delivery, installation, configuration and commissioning of at least two servers. The Consultant shall provide a production server and a backup redundant server, and such back-up devices and peripherals that will run the software application. 3.5.Submission of Project Management Plan (PMP) and Services. The Consultant shall perform project management activities during the implementation of the Project and shall submit a detailed PMP, which shall include all items identified in the scope of work subject to the approval of the BCDA. The PMP shall include but not limited to the following: a. Software Installation Plan b. System Acceptance Test Plan c. User Acceptance Test Plan d. System and Data Back-up Plan e. Disaster Recovery Plan 3.6. Customization of the Software, if applicable. The Consultant shall perform modification works on portion/s of the software to be responsive to the requirements as defined in Section 3.2 especially in addressing the needs of CDC. 42 P a g e

43 Re:Bidding: Consulting Sen'ices Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) Customizations of the system that are in connection with any CAS BIR related requirements should be addressed by the CONSULTANT at no cost to the BCDA. 3.7.Submission of Change Management Plan (CMP) and Services. The Consultant shall submit a CMP and shall conduct adequate change management activities to ensure the successful implementation of the Project. The CMP shall be subject to the approval of the BCDA and shall be completed as approved. It shall include but not limited to the following: a. UserTraining b. Report Preparation Training c. Communication Plan d. Documentation 3.8. After-Project Service and Support. The Consultant shall be available for consultation, system improvement and support for a period of one (1) year after project turnover as the need arises. Definition of severity and target response times are shown below: Severity Condition Systemisdownordoesnotfunctionat Response Time Resolution Time Frequency of Updates 1 all;system unavailable, inaccessible and/orhasdataintegrityissueswith noworkaround availableresultingin totaldisruptionofworkorcritical businessimpact. 3hours 6hours Twice every business day Acomponentofthesystem isnot performing, creatingasignificant 2 operationalimpact; major functionalityisimpactedorsignificant performancedegradationis experienced;issueispersistentand affectsmanyusersand/ormajor 6hours 12hours Every business day functionality; noreasonable workaroundavailable. Acomponentofthesystemisnot performingasdocumented;thereare unexpectedresults; problemscan be 3 circumvented;thereismoderateor minoroperationalimpact;system performanceissueorbugaffecting somebutnotall users;short-term 24hours 24hours Every2 business days workaroundisavailable. 4 Questionspertaintousageor clarificationofdocumentation; inquiry regardinga routinetechnicalissue; 48hours 48 hours Every 4business day 43 I P a g e

44 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation] informationrequestedonapplication capabilities, navigation,installation, configuration, upgrades,or performance; bugaffectingasmall numberofusers;acceptable workaround available. For every delay in resolution equivalent to a full unit of the stated resolution time or a fraction thereof, a penalty of one tenth (1/10) of one percent (1%) should be imposed from the remaining ten percent (10%) of the Total Project Cost. E.g. - A delay of anywhere from 1 to 6 hours in the resolution of a Severity #1 issue will be penalized one'tenth (1/10) of one percent (1%) from the remaining ten percent (10%) of the Total Project Cost. The penalty will continue to be applied every 6 hours of delay thereafter. 4. OBLIGATIONS OF CONSULTANT The Consultant shall: 4.1. System Submit a documentation of the detailed requirements of CDC in connection with the implementation of its CAS CAS Provisioning Develop and install the CAS for CDC and all its licenses in accordance with the Scope of Work and System Requirement defined under Section 3 hereof. The scope of work and system requirement serve as the minimum technical specification of the CAS that the Consultant shall deliver to CDC. The final technical specification shall be subject to BCDA Provide at least 15 licenses; at least five (5) of which should be super-users Provide at least 1 year warranty inclusive of license renewal (if.any) and software maintenance as well as the resolution of bugs & other issues indicated in the TOR Section 3.8. The 1 year warranty starts after the project Ensure that the CAS has intuitive reporting tools that can easily be designed, modified and can run reports which have a compelling reporting functionality and instant access to business and financial information. Reports should be generated in various file formats mainly CSV, DAT file, Spreadsheet, PDF and other forms. 44 I P a g e

45 Re:Bldding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Configure the CAS to have its own alerts and unique workflow processes by establishing approvals, procedures, and steps that are to be automatically initiated when a specific event Provide the CAS with an online viewing capability which enables access reports Configure the CAS to be able to interface with BIR Reporting Systems (RELIEF, SAWT) 4.3. BIR Make the system compliant with the BIR CSET requirements and shall ensure that the system is registered with BIR Delivery and Installation of Appropriate Hardware Deliver a production server and a back-up redundant server, and such back up devices and peripherals that will run the software application. The servers and back-up devices shall,have at least 3 years-warranty period and should provide for a 24x7 system availability and an adequate system and data back-up facility. The specification of servers for this Project shall be subject to BCDA approval but should be able to support CDC's storage capacity for at least five (5) years from acceptance of the server by the BCDA. " Conduct an assessment of the existing PCs of CDC and shall make recommendations for replacement if current specifications are inadequate to run the CAS application Project Management Plan Submit a Detailed Project Activities with corresponding target duration, start and end dates, and other resource requirements, among others. The PMP shall be subject to approval by the BCDA and should also include Software Installation Plan, System Acceptance Test Plan, User Acceptance Test Plan, System Back-up Plan, Data Back-up Plan and Disaster Recovery Plan which shall likewise be subject to BCDA Submit a Software Installation Plan which should include among others, the method of approach, plan, and schedule of installation of the software package to the servers and workstations of CDC and should provide for the latest version of the software package. 45 IP a g e

46 ReMdding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiar,' (Clark Development Submit a System Testing and Acceptance Plan which shall include among others, the schedule, resources needed and manpower requirement for the conduct of the System Testing Activity. The Consultant shall submit a System Evaluation Checklist that will have to be approved by BCDA. The results of the System Testing Activity shall be submitted to BCDA and errors encountered during the conduct of the System Testing Activity shall be rectified by the Consultant without any cost to Submit a User Acceptance Plan which shall include among others, the schedule, resources needed and manpower requirement for the conduct of the User Acceptance Test. The plan must address all the transaction processes of each user and the overall readiness of the system that include the impact and integration of the data to other cost centers and how the data will be captured in the financial Submit to BCDA the User Acceptance Sign-off Documents and Checklist. If the result of the User Acceptance Evaluation meets all the requirements then it would be accepted, but in any case that any of the user testing fail, same would not be accepted by the Submit a System and Data Back-up Plan which shall include among others, the proposed schedule for back-up, manual of operation of delivered back up system and devices, other resources needed and data recovery Submit a Disaster Recovery Plan which shall include a detailed plan for all proposed activities that should be implemented in case a disaster (e.g. system crash, hardware failure, virus attack, etc.,) strikes the Allow BCDA to conduct a project audit at periodic intervals to determine the progress of the Consultant's schedule of work and deliverables. The Validation Team shall be appointed by BCDA Change Management Plan and Submit a comprehensive Change Management Plan detailing the methodology, trainings to be conducted for the users and system administrators, the communication plan, and documentation of policy and procedural changes that will support the successful implementation of the Project. The Change Management Plan shall be subject to approval by Conduct adequate change management activities to ensure the successful implementation of the Project. 46 P a g e

47 Re:Bidding: Consulting Services Computerized Accounting System (CAS) forbcda Subsidiary (Clark Development Corporation) Provide policy recommendations that may be deemed necessary for the efficient operation, administration and management, and upgrading of CDC systems and procedures (manual or Submit a training program and conduct trainings/workshops for all users. The Consultant is also required to train at least two (2) super-users to effect technology/knowledge transfer for all the modules and system processes. Such users shall be able to address simple inquiries and resolve minor issues after the one (1) year warranty period has lapsed. The training program shall be subject to BCDA Conduct user training on preparation, design and generation of standard and customizable Develop and implement an appropriate/suitable Communication Plan for all stakeholders to effect efficient implementation of the Document policy and procedural changes brought about by the adoption of the Computerized Accounting Submit a complete documentation of the entire system including policies and procedures, program codes (if necessary), operating manuals, database design, process flowcharts and all pertinent user and technical manuals, among others. Submit a log of all problems and deviant characteristics of the system encountered during development and implementation phase of the Project, together with the corresponding remedy for each listed problems in a troubleshooting guide and repair manual. Submit development guides, library files, application notes, data sheets, and all other necessary documents to install, operate, and maintain the system by trained personnel in Project Create a Project Team which shall be composed of qualified and competent personnel who shall be assigned exclusively for the Project. Provide a team to be composed of at least one (1) Project Manager and at least three (3) Technical/Functional Support Provide additional personnel at no cost to BCDA should the Project fall behind by at least one (1) month from the approved schedule. 47 P a g e

48 Re:Bidding: Consulting Services Computerize!! Accounting System (CAS) for BCDA Subsidiary (Clark Development Guarantee that all of its personnel who shall be assigned to deliver the Project have the skills and technical training necessary to accomplish the services required. 4.8 After-Project Service and Available for consultation, system improvement, and support for a period of one (1) year from project Rectify immediately all defects encountered by the delivered CAS and servers, at no cost to BCDA, for the duration of the warranty period specified in the Warranty Section of this TOR. 5. OBLIGATIONS OF BCDA BCDA shall: 5.1. Provide representatives from the BCDA and CDC who shall coordinate with the CONSULTANT so that the Project Team of the CONSULTANT may efficiently and speedily perform its obligations herein. 5.2.Organize a Validation Team from the BCDA and CDC which shall be tasked to perform the following: a. Review project inputs and deliverables; b. Provide coordination support within the BCDA; and c. Facilitate the processing and approval of documents for the Project Provide all the pertinent data and other technical information necessary in the CONSULTANT'S performance of the service Approve all plans and documentation submitted by the Consultant once it is acceptable to the BCDA. 6. LOGISTICAL SUPPORT 6.1. Workspace BCDA/CDC shall provide the workspace, tables and chairs, and multi-purpose tables, for the CONSULTANT'S personnel while they are working on site for data or information gathering at the different offices involved. The workspace must be comfortable and should provide outlets for desktop or laptop/s computer/s that may be brought along by the CONSULTANT'S personnel. Electrical outlets will have stable power outputs ( volts) Temporary ID Cards/Building- Passes BCDA/CDC shall provide the CONSULTANT'S Project Team members with Temporary ID cards and building passes to facilitate their entry and exit in 48 P a g e

49 RaBldding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (ClarkDevelopment Corporation) BCDA/CDC areas of implementation Access to Photocopying Machines, Telephone. Fax Facilities BCDA/CDC shall provide access to photocopier, fax machine, telephone service, and internet for use of the CONSULTANT'S Project Team for tasks related to the Project. The CONSULTANT'S Project Team shall bring along their own laptop computers and mobile telephones to be used for the Project Venue of Meetings/Trainings BCDA/CDC shall be responsible for selecting and making all the logistical arrangements for the venue of all meetings and trainings including meals Transportation & Accommodation to CDC The Business Process Review shall be held and carried out in the BCDA office. If there would be a need to perform other activities at CDC, accommodation and transportation shall be provided by BCDA/CDC excluding meals. 7. SELECTION OF THE CONSULTANT The following shall be the basis for the selection of the consultant: 1.1.Minimum Qualifications and Requirements a. The Consulting firm must strictly be a reputable CAS Provider or IT Firm with at least three (3) years business operation. In the case of joint ventures, the lead consulting firm should have at least three (3) years of business operation. b. Key Personnel b.l. One (1) Project Manager with at least three (3) years experience in the implementation of CAS b.2. At least three (3) Technical/Functional Support Specialists with at least three (3) years experience in the implementation of CAS. c. The bidder should have implemented and completed at least one BIR- Registered Computerized Accounting System Contract. d. The Consulting firm should not be directly associated with any entity/ies that have or may have a conflict of interest in, or bias against BCDA. 7.2.Evaluation Criteria for Shortlisting The general criteria for shortlisting are: 49 P age

50 Re:Bidding: Consulting Services Computerized Accounting System (CASJforBCDA Subsidiary (Clark Development Corporation) EvaluationCriteriaforShortlisting A.ApplicableExperienceofConsultant B.QualificationofPersonnel C.WorkRelativetoCapacity TOTAL 60% 30% 10% 100% The Bids and Awards Committee for Consulting Services (BAC-C) shall draw up a short list of at most five (5) bidders from those who have been determined as "eligible" using a non-discretionary pass/fail criterion based on the submitted documents. The five (5) shortlisted bidders shall be entitled to submit bid proposal. Proponents need to garner a minimum rating of at least 60% for shortlisting. Notwithstanding the eligibility of a consultant and/or its inclusion in the shortlist, BCDA reserves the right to review its qualifications at any time during the procurement process Evaluation Criteria for Technical Proposal The Technical Proposal of the proponents/bidders for this Consulting Services shall be evaluated according to the following criteria: EvaluationCriteria jj TECHNICALEVALUATION A. QualityofPersonneltobeassignedtotheProject 30% B. ExperienceandcapabilityoftheConsultant 10% C. Planofapproachandmethodology 50% D.Add-on FeaturesintheSystem 10% The BAC-C shall rank the consultants in descending order based on the combined total ratings of their technical proposals, from which the highest rated bid will be identified. The minimum requirement for technical selection should be 70%. System presentation and demonstration for testing is required as part of the evaluation under the Methodology Criteria. 8. EVALUATION CRITERIA FOR SELECTION OF CONSULTANT 50 Page

51 Re:Bidding: Consulting Services Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) The Consultant shall be selected through competitive bidding in accordance with RA 9184 and its implementing guidelines. The following shall be the basis for the selection of the consultant: 8.1.The prospective consultants' proposal shall be evaluated based on the Quality Based Evaluation (QBE). Each Consultant shall submit its technical and financial proposals simultaneously in separate sealed envelopes. The technical proposal shall be considered in the evaluation of the consultants and shall be given a weight of one hundred percent (100%). 8.2.The minimum score for the consultant's technical proposal in each category must be met. Only the consultants who meet the minimum total technical score of 70% shall be ranked in descending order based on the total numerical ratings of their technical proposals, from which the Highest Rated Bid will be identified Only the consultant with the Highest Rated Bid shall be invited for the Opening of the Financial Proposal and for the purpose of conducting negotiations with the said consultant. 8.4.The financial proposals should be in Philippine Peso currency and shall not exceed the.approved Budget for the Contract and shall include all applicable taxes, duties; fees, levies, and other charges imposed. 9. STANDARD OF SERVICES The Consultant shall fulfill its obligations under the agreement by using its technical expertise and according to the best-accepted professional and industry standards. The Consultant shall exercise all reasonable skill, care, diligence, and prudence in the discharge of the duties agreed to be performed and shall always work for the best interest of BCDA. To attain these, the consultant shall provide personnel with sufficient qualifications and experience to ensure the full and satisfactory accomplishment of the required services/underta kings. The services shall be conducted by the Consultant in accordance with the instructions or directions made or to be made by the BCDA at any time before the Project's completion. The Consultant shall conduct regular consultation with BCDA in relation to the undertaking of its responsibilities under the Contract Agreement. 10. CONFIDENTIALITY AND NON-COMPETITION Each party agrees to hold and maintain the confidentiality of all materials and information which shall come into its possession or knowledge in connection with the project or its performance, and not to make use thereof other than for the purpose of this Project After completion of the Project, all materials, data, proprietary information and other related documents provided to the CONSULTANT, which are hereby exclusively owned by BCDA, shall be returned to BCDA. 51 Page

52 Re:Bidding: Consulting Sen'ices Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation] The CONSULTANT undertakes that it shall make appropriate instructions to its employees who need to have access to such information and materials to satisfy and comply with its confidential obligation as set forth in this Section This confidentiality obligation shall survive even after the termination of the CONTRACT The CONSULTANT shall, likewise, oblige the supplier/service provider to be bound by this Confidentiality Agreement The CONSULTANT'S breach of this confidentiality provision shall entitle BCDA to legal and other equitable remedies including but not limited to the immediate cancellation of this Contract and shall entitle BCDA to claim for damages and injunctive relief under the circumstances. BCDA may also elect to terminate further access by the CONSULTANT to any data and information A Non-Disclosure Agreement between BCDA and the CONSULTANT shall form part of the contract that outlines confidential material knowledge, or information that both parties wish to share with one another for certain purposes but wish to restrict access to by third parties. 11. LIQUIDATED DAMAGES CONSULTANT obligates itself to perform and complete all services within the contractual period, exclusive of such extensions of time as may be mutually agreed upon. Should the CONSULTANT fail to complete the services within the stipulated time, liquidated damages, not by way of penalty, shall be paid to BCDA by the CONSULTANT in an amount equal to one-tenth of one percent (1/10 of 1%) of the Total Contract Price for each calendar day of delay until the services are completed. 12. PERFORMANCE SECURITY To guarantee the faithful performance by the CONSULTANT of its obligations under the contract, it shall post a Performance. Security within a maximum period often (10) calendar days from the receipt of the Notice of Award and in no case later than the signing of the contract. The Performance Security may be in any of the following forms: FormofSecurity Cash,, or cashier's check/manager's check issued by a Universal or Commercial Bank. Bank draft/guarantee or irrevocable letter of credit issued 'by a Universal or Commercial Bank: provided, however, that it shall be confirmed or authenticated by a Universal or Commercial Bank, ifissued byaforeignbank AmountofPerformance Security(Equalto%ofthe Total ContractPrice) Five percent(5%) 52 Page

53 Re:BIdding; Consulting Sen'ices Computerized Accounting System (CAS) for BCDA Subsidiary (Clark Development Corporation) The Performance Security shall remain valid until the issuance by BCDA of the Final Certificate of Acceptance. The Performance Security shall be posted In favor of BCDA, and shall be forfeited in favor of the procuring entity in the event it is established that the CONSULTANT is in default in any of its obligations under the contract. The Performance Security shall be released after the issuance of the Certificate of Acceptance, subject to the following conditions: a. BCDA has no claims filed against the contract awardee; b. BCDA has no claims for labor and materials filed against the Consultant; and c. Other terms of the contract. 13. CONFLICT OF INTEREST The Consultant and its key staff, who may be directly associated with entities that may have an interest in or bias against BCDA project, shall enter into a non-disclosure agreement with BCDA. 14. CONTRACT TERM The engagement of Consulting Services shall be for a maximum period of six (6) months reckoned from the date stated in the Notice to Proceed issued by the BCDA, effective until the full delivery of the requirement and acceptance by the BCDA set forth in the TOR, unless otherwise terminated by any one of the parties pursuant to causes stated in the contract. 15. TERMS OF PAYMENT In consideration of the Consulting Services for the Project, BCDA agrees to pay the total amount of Pesos: Four Million Five Hundred Thousand Pesos and 00/100 (Php 4,500,000.00), inclusive of the Twelve Percent (12%) Value Added Tax (VAT) and other applicable taxes. This amount includes all costs and charges due the software provider. The consideration shall be paid under the following terms and conditions: %ofpaymentandamount 5%oftheTotal ProjectCost Php225, PARTICULARS/ UPON COMPLETION OF THE FOLLOWING: ProjectManagementPlan (Accepted andsignedbybcda) 15%oftheTotalProjectCost Php675, BusinessBlueprintand ChangeManagement Plan (AcceptedandSigned by BCDA) 53 I P a g e

54 Re:Bidding: Consulting Services Computerized Accounting System (CAS) forbcda Subsidiary (Clark Development Corporation) 40%oftheTotal ProjectCost Php1,800, (AcceptedandSigned by BCDA) SystemTestingandAcceptancePlan 15%oftheTotal ProjectCost Php675, Two(2} UserAcceptanceTestCompletion Report 1. Pertransaction perend-user 2. Overall ReadinessBefore Project-Closing (AcceptedandSigned by BCDA) CompleteProjectandSystem Documentation 15%oftheTotal ProjectCost Php675, ProjectCompletionCertificate (AcceptedandSigned by BCDA) SuccessfulCAS-BIRRegistration 10%oftheTotal ProjectCost Php450, Attheend ofone(1)-yearwarrantyperiod (AcceptedandSigned by BCDA) Payment of billing shall be made within fifteen (15) calendar days from acceptance of each deliverable with complete documentation. No progress payment shall be construed as an acceptance of the works or any portion thereof. BCDA shall have the right to deduct from the CONSULTANT'S claim for progress payment such amounts as may be necessary to cover third party liabilities and uncorrected defects discovered in the CONSULTANT'S submissions. 16. OTHER CONDITIONS BCDA reserves the right to reject any or all proposals, or to-waive any defect or informality thereon or minor deviations, which do not affect the substance and validity of any or all of the proposals. BCDA reserves the right to reject the proposal of a proponent found to be in any of the following situations: 1) The offer is not in accordance with the requirements of BCDA as provided for in this Terms of Reference; 2) The proponent has been discovered to have suppressed or falsified the information given to BCDA; 3) The proponent failed to satisfactorily perform/complete any previous contract 54 P a g e.

55 End Re:Bidding: Consulting Services Computerized Accounting System (CAS] for BCDA Subsidiary (Clark Development Corporation) with BCDA. BCDA reserves the right to gather and conduct further validation of other relevant information affecting the proponent or the proposal before the approval of the contract. Should such verification uncover any misrepresentation made in the proposal documents, or any change in the situation of the proponent which affects the substance of his/her proposal, BCDA may disqualify the said proponent from obtaining the award of the contract. 17. CORRUPT, FRAUDULENT, COLLUSION AND COERCIVE PRACTICES Any atempt by a bidder to influence the BAC-C or its authorized representatives in the evaluation of the bids or contract award decision shall result in the rejection of its bid or revocation of award as the case may be, and the implementation of other sanction as remedies provided by law. 18. PROJECT CALENDAR Project Kick-Off Phase 1 - Process Analysis and Design Phase 2 - Documentation of design opportunities or limitations, improvements to current business processes, and specification of possible add-on developments Phase Execution of CAS initialization, master data migration and implementation of Business Process Requirement Phase 4-Simulation, Training, User Acceptance and Test Approval Project Turnover at end of Phase 4 One (1) Year Service and Support after Project Turnover 19. CONTRACT SIGNING The winning bidder shall enter into contract with BCDA within ten (10) calendar days from receipt of the Notice of Award provided that all the documentary requirements and the posting of the Performance Security are complied with P a g e